Search Results for “help how do I” – Page 33

Logging On

Logging on is one of the first things you will need to do to access the functions of KYGFIS. You should have already been provided with a username, if not, reach out to your supervisor for more information. Utilizing your Help Manual, let’s practice in the Sandbox.

For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.

E-Mail

Let’s Give it a Try!

1.) Open and log into the Sandbox using the button below. Check the URL to ensure that you are accessing the Sandbox.

NOTE: It is very important to ensure that you are using the sandbox and not the live KYGFIS system.

Click Here

2.) If this is your first time logging in, you will be required to change your password.

Toolkit Navigation and Terminology

Within KYGFIS there are several navigation items and terms that will be used frequently as you maneuver through the system. Utilizing your Help Manual, let’s practice in the Sandbox.

For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.

E-Mail

Let’s Give it a Try!

1.) Open and log into the Sandbox using the button below. Check the URL to ensure that you are accessing the Sandbox.

NOTE: It is very important to ensure that you are using the sandbox and not the live KYGFIS system.

Click Here

2.) Search for the individual under guardianship by Last Name, First Name (Doe, Jane). Use a name provided to you by your supervisor.

In the Sandbox, take a look at the following items.

Nav Elements

This is the information on the left side of your screen. Depending on your level of access, what items you see in your session state will vary.

Session State

This is the information stored in the memory of the application during the session.

Table

Information will be displayed as a table with multiple rows and columns under some records.

Column Header

In a table the top row of any column contains the header, which displays the name of the field in the column.

Ordered Column

Tables are displayed in a default order. An ordered column has the option to change the order display, just click the arrow on either side of the Column Header.

Search

Allows you to type details and information to search an Column.

Search Context

Allows you to search an Column for all records that contain the letters typed.

View

A drop down box that provides various ways to view information in a table.

Timeout

Each session is limited to a 30-minute inactivity period. At the top left of the browser you can see how long your session has been inactive. If your session times out, you will need to log back in. Information typed will be lost.

Searching

Searching is a key feature of KYGFIS. Using your search feature will make it quicker to locate records. Utilizing your Help Manual, let’s practice in the Sandbox.

For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.

E-Mail

Let’s Give it a Try!

1.) Open and log into the Sandbox using the button below. Check the URL to ensure that you are accessing the Sandbox.

NOTE: It is very important to ensure that you are using the sandbox and not the live KYGFIS system.

Click Here

2.) Search for the individual under guardianship by Last Name, First Name (eg: Doe, Jane). Use a name provided to you by your supervisor.

3.) There are two different types of search options: “Search” and “Search Context”.

4.) In the box next to search type “Smith”. Click the “Search” button. The search field will also format your typing if a specific format is used in the column. Results will display based on your search field.

5.) In the box next to search type “Smi”. Click the “Search Context” button. Results will display any records that contain the string of letters or words anywhere within a field. This search feature is useful if you want to locate all events involving one person, you would be able to search for the person’s name throughout all events.

Filtering

The view filter option allows a user to filter the next or previous records based on the filter chosen. If you select to view “Active” and then choose the next button, you will be able to click to view the next active record. Utilizing your Help Manual, let’s practice in the Sandbox.

For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.

E-Mail

Let’s Give it a Try!

1.) Open and log into the Sandbox using the button below. Check the URL to ensure that you are accessing the Sandbox.

NOTE: It is very important to ensure that you are using the sandbox and not the live KYGFIS system.

Click Here

2.) Under the view filter, choose an option from the drop down menu. Then click the next button. Change the filter option and click the previous button.

3.) Search for the individual under guardianship by Last Name, First Name (Doe, Jane). Use a name provided to you by your supervisor.

4.) Continue to practice with the different options for filters.

Table Functions

A table is a group of rows and columns that display records. There are several functions to using a table that will enable you to search, edit, and view records. Utilizing your Help Manual, let’s practice in the Sandbox.

For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.

E-Mail

Let’s Give it a Try!

1.) Open and log into the Sandbox using the button below. Check the URL to ensure that you are accessing the Sandbox.

NOTE: It is very important to ensure that you are using the sandbox and not the live KYGFIS system.

Click Here

2.) Search for the individual under guardianship by Last Name, First Name (Doe, Jane). Use a name provided to you by your supervisor.

In the Sandbox, take a look at the following items.

General

Functions that affect the entire table are located at the top of the table.
Functions that affect individual records are located at the bottom of the table.

Check box

Check boxes allow you to perform functions for a single record. Access to check boxes is based on user privileges and you may not always have access to check boxes.

Edit Record

This allows you to edit the record.

Record Count

Record counts are located at the bottom of each table. Rows are displayed 15 at a time and you can navigate through the records using the links next to the record count. It is typically easier and faster to use the search function to locate a record.

Inserting a Record

Click the “Insert” button to access a blank record to type data.

Deleting a Record

After clicking a check box or the green arrow click “Delete” to delete the record. Only specific user levels have the ability to delete.

Selecting a Record

Click anywhere in a table row, except the check box or duplicate record column, to select a record.

Step 3: Address History

Address History can be found in the Navigation Pane on the left hand side of the screen. Address History allows you to view a table of all the addresses and levels of care at which the individual has lived. The most recent addresses are shown on the Face Sheet. Pull up a copy of your Help Manual and let’s practice in the Sandbox.

For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.

E-Mail

Let’s Give it a Try!

1.) Open and log into the Sandbox using the button below. Check the URL to ensure that you are accessing the Sandbox.

NOTE: It is very important to ensure that you are using the sandbox and not the live KYGFIS system.

Click Here

2.) Search for the individual under guardianship by Last Name, First Name (Doe, Jane). Use a name provided to you by your supervisor.

3.) Click on the individual’s name. This will pull up a navigation pane on the left-hand side of the screen.

4.) Click the “Address History” link in the navigation pane. This will pull up the Address History Table with all prior addresses.

5.) The begin date for an address is the date at which they began living at the new address. This is also the last day at the old location. If there is a period of time between addresses it should indicate they were in transit or AWOL.

6.) There are 3 types of Addresses (note this is different than what is listed on page 19 of the Help Manual.

Physical
Vendor
Day Site

7.) Open your Help Manual to page 19 for specific instructions on inserting an address. Before beginning, check that you are inserting a new record and not editing an existing record. You can utilize “Control F” to search the manual. Can you have the manual default to the page you are searching for? For instance, for address changes, it would go directly to page 19 when you click on it.

8.) Once you have clicked “Insert” choose which type of address is being updated and add a “Begin Date.” Practice and update all address types and use varying dates.

9.) When you are done inserting a new address, click “Save.” The most recent address will be shown on the first page of the individual page.

Note: Changing the address may trigger payments to be “Frozen” and require verification of address for payments to be processed. Letters and Memos will also be manually sent to agencies based on address changes.

Searching

Searching for events follows the same general search and search context functions mentioned in previous lessons. Searching is a simple way to search for different events or categories. Utilizing your Help Manual, let’s practice in the Sandbox.

For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.

E-Mail

Let’s Give it a Try!

1.) Open and log into the Sandbox using the button below. Check the URL to ensure that you are accessing the Sandbox.

NOTE: It is very important to ensure that you are using the sandbox and not the live KYGFIS system.

Click Here

2.) Search for the individual under guardianship by Last Name, First Name (Doe, Jane). Use a name provided to you by your supervisor.

3.) Follow along in your Help Manual on page 7.

4.) In the left hand navigation panel choose the link “events”.

5.) Next determine which column you would like to search and click the header (action date, event type, subject, or description). In the open box next to the “Search” button enter the information you are searching for. Click the “Search” button. This will search the Ordered Column. The format of the search field may change if the Column has a specific format.

Inserting

Any interactions with an individual under guardianship, phone call, visit, etc., needs to be inserted as an event. Utilizing your Help Manual, let’s practice in the Sandbox.

For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.

E-Mail

Let’s Give it a Try!

1.) Open and log into the Sandbox using the button below. Check the URL to ensure that you are accessing the Sandbox.

NOTE: It is very important to ensure that you are using the sandbox and not the live KYGFIS system.

Click Here

2.) Search for the individual under guardianship by Last Name, First Name (Doe, Jane). Use a name provided to you by your supervisor.

3.) Follow along in your Help Manual on page 17.

4.) In the left hand navigation panel choose the link “events”.

5.) Click the “Insert button”.

6.) Select an event type from the drop down menu. Add notes in the description.

7.) Click “Save”.

Resources

Handouts

Click the icons below to download a copy of each KYGFIS User Guide to your desktop for future reference. User Guides will also be referenced periodically in the course.

Help Manual and Guides are also under the “Help” tab in the live (not the Sandbox) system.

Help Manual

Appointment History Guide

Diagnosis Guide

Messages Guide

Status History Guide

Task Guide

Sandbox

Throughout this course, you will have the opportunity to practice in the KYGFIS Sandbox. This will allow you to enter, edit, and view the functions of the system.

IMPORTANT!

Each time you practice, double check the URL to ensure you are in fact in the Sandbox and not accessing the live KYGFIS system.

Click the button below to open and bookmark the Sandbox.

Click Here

Tech Playground: Using Flip for Video Discussions – June 2023

Zoom Recording

Resources

Video Discussion

Time to Flip the script on discussions. Post your video comment on flip. Do you plan to use it in your courses?

Use Video Discussions to chat about Flip!